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Jobs overview

Updated over a week ago

Overview

Creating a job is the main way you fill your calendar with work. A job lets you:

  • Schedule when the work will happen

  • Assign your team

  • Add the products and services you’re providing

  • Set how and when the client will be billed

  • See all your jobs and their status in your jobs list

Jobs and Visits

  • A job is the full duration of the work or the complete contract.

  • A visit is each time you go to the client’s location to do the work.

Talo offers two types of jobs:

  • One-off Jobs: A single job with one or more visits, but no repeating schedule.
    Examples: spring cleanup, HVAC repair. Usually billed once at the end.
    ​

  • Recurring Jobs: Jobs with visits that repeat on a set schedule.
    Examples: weekly cleaning, snow removal, monthly lawn mowing. Usually billed multiple times (per visit, weekly, or monthly).

Billing frequency is a key difference:

  • One-off = usually billed once

  • Recurring = may bill per visit, weekly, or monthly

Once set, job type cannot be changed and jobs can't be merged.

Creating a New Job

You can create a job from:

  • The + New button in the side menu

  • Schedule / Calendar tab → Add button

  • Book button on a client profile

  • New Job on the Jobs list page

  • Convert to Job on an approved quote

Anatomy of a Job

Below is what a typical job page looks like once created. On higher-tier plans, you’ll also see job costing, time tracking, expense tracking, and chemical tracking tools.

To edit a job, click Edit.

Job Overview

This section shows high-level details:

  • Job status

  • Client name

  • Job title

  • Property address (where the work happens)

  • Primary contact info

    • Phone

    • Email

Job Details Include:

  • Job number

  • Job type (one-off or recurring)

  • Start date

    • Note: The first visit may not fall on the job’s start date

  • End date

  • Billing frequency

  • Automatic payments (yes/no)

  • Schedule

  • Line items, labor, expenses

Profitability, Line Items, Labor & Expenses

Profit Bar (Coming soon)

Shows profitability on one-off jobs. You can hide it if needed.

Line Items

Your products or services for this job.

  • Choose from your service list

  • Or add custom items

  • Jobs support up to 100 line items

Labor / Time Tracking (Coming soon)

Time entries logged by your team.

  • Can be added from the mobile app or from Talo.com

  • Entries can also be created from Timesheets

Expenses (Coming soon)

Expenses recorded for this job.

  • Add new expenses directly from the job page

Visits

A job may have many visits. Each visit includes the instructions entered when creating the job.

Visits are created automatically based on the schedule, but you can add more manually using New Visit.

To edit a single visit:

  • Click the visit’s date

  • Changes affect only that visit

  • Job-level updates (like instructions) override visit-level details

Mark visits as completed to keep job statuses accurate and ensure invoice reminders trigger correctly.

Billing

The billing section shows:

  • Your invoicing plan

  • Past invoices

  • Upcoming invoice reminders

Invoice reminders are what put a job into Requires Invoicing status.

One-Off Job Billing

Two tabs:

  • Billing — history of invoices

  • Invoice Reminder — upcoming reminders

You may invoice at job completion, or create multiple invoices before/after completion.

Invoice details shown:

  • Status

  • Invoice number

  • Subject

  • Last issued date

  • Due date (sorted by most recent)

  • Total

  • Balance

Sorting priority:

  1. Invoice status

    • past due

    • awaiting payment

    • draft

    • paid

    • bad debt

  2. Invoice due date

  3. Invoice number

Recurring Job Billing

Recurring jobs allow you to set:

  • How you want to bill (per visit or fixed price)

  • When you want to bill (weekly/monthly/etc.)

Invoices and invoice reminders appear together.


When a reminder date arrives, the job moves into Requires Invoicing.

If you use automatic payments, the billing schedule controls when clients are charged.

Chemical Tracking (Coming soon)

Track any chemicals or treatments used for compliance purposes.
​

Add a treatment using Record Treatment.

Internal Notes & Attachments

This section lets you:

  • Add internal notes

  • Upload files

  • Attach files to client emails when needed

Actions You Can Take on a Job

  • Close Job

    • Moves to Requires Invoicing if billing is needed

    • Moves straight to Archived if no invoicing is needed

    • Prompts you about incomplete visits:

      • Past / Today visits: option to mark as completed

      • Future visits: option to remove

    • If automatic payments are enabled:

      • Completing visits may charge the client
        ​

  • Reopen Job

    • Reopens a previously archived job

    • Allows rescheduling and continued work
      ​

  • Create Similar Job

    • Creates a new job based on the current job

    • Copies:

      • Job title

      • Job type

      • Schedule settings (without times)

      • Team assignments

      • Billing setup

      • Line items

      • Attached job forms
        ​

  • Send Job Follow-Up Email

    • Sends a follow-up email to request feedback or survey responses
      ​

  • Email Booking Confirmation

    • Notifies the client that their job has been scheduled
      ​

  • Generate Invoice

    • Creates an invoice at any time

    • Note: Generating an invoice does not close the job
      ​

  • Download PDF

    • Opens a PDF version of the job

    • Styling can be customized in PDF Settings
      ​

  • Collect Signature

    • Opens the signature pad for client sign-off

    • Saves the signed PDF in Internal Notes
      ​

  • Email Job Costs CSV

    • For job costing users

    • Sends a ZIP file containing:

      • Line item CSV

      • Expense CSV

      • Timesheet entry CSV

Related Articles
Jobs list: manage your jobs in one place
Editing a Job
Create a Recurring Job
Create a One-Off Job
How to cancel a job
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